Operations Assistant

Scale Army Careers; South Africa; Remote; ZAR 180,000 - 300,000; Full time

Job summary

Scale Army Careers is seeking an Operations Assistant to support internal systems and administrative workflows for a growing B2B advisory team. The role emphasizes data management, CRM maintenance, research, and process improvement in a fully remote setting.

The ideal candidate is highly organized, detail-oriented, and able to work independently within established processes. Prior experience with CRM systems and Google Workspace is highly valued.

Qualifications

• 2+ years of experience in operations support, administrative coordination, CRM administration, research, or data management.
• Experience maintaining CRM records and working with contact or customer data.
• Experience with research, contact list building, data verification, or lead and contact enrichment is strongly preferred.
• Previous experience with Streak CRM is helpful but not required.

Responsibilities

• Maintain accurate CRM records for contacts, buyers, sellers, and prospects in Streak CRM.
• Enter, update, and clean CRM records from emails, notes, and advisor instructions.
• Identify and resolve duplicate or incomplete data and outdated information.
• Capture relevant communications and follow-up information in the CRM and support data-quality initiatives.
• Build and validate contact lists based on industry, geography, and campaign requirements.
• Conduct targeted research to identify business owners, companies, and potential buyers and strategic acquirers.
• Organize client onboarding communications and coordinate onboarding activities.
• Maintain organized Google Sheets with accurate, usable research data.
• Support onboarding and general administrative tasks; organize client information for the advisory team.
• Maintain organized Google Drive folders and Google Docs workflows; support standardized processes.

Skills

Google Workspace

Attention to detail

Organizational skills

Independent worker

Time management

Research skills

AI tools

Discretion with confidential data

Process-oriented

Multitasking

Tools

Streak CRM

Job description

This role is open to candidates based in LATAM, Africa, and Eastern Europe. Please note that as this role supports U.S.-based clients, candidates must be available to work during U.S. business hours aligned with the client’s time zone.

Our client is a B2B advisory firm that supports business owners through confidential, high-trust engagements. The firm works with a small team of advisors and relies on accurate information, organized systems, and efficient administrative processes to support its client and deal-related activities.

Role Overview

The Operations Assistant will support the internal systems and administrative workflows of a B2B advisory team. This role focuses on maintaining accurate CRM records, researching and verifying contacts, organizing client information, supporting onboarding activities, and ensuring important information is properly captured and accessible.

The ideal candidate is highly organized, detail-oriented, and comfortable working independently within established processes. This is not a traditional calendar-management Executive Assistant position; it is an operations-focused role suited to someone who enjoys data management, research, identifying inconsistencies, and keeping internal systems organized.

Location

Fully Remote | 9:00 AM – 5:00 PM CT

Key Responsibilities

CRM & Data Management

• Maintain accurate contact, buyer, seller, and prospect records within Streak CRM.
• Enter, update, and clean CRM records using inbound emails, internal notes, and advisor instructions.
• Identify and resolve duplicate records, incomplete data, and outdated information.
• Ensure relevant communications and follow-up information are accurately captured in the CRM.
• Support ongoing CRM cleanup and data-quality initiatives.

Research & Contact List Building

• Conduct targeted research to identify business owners, companies, potential buyers, and strategic acquirers.
• Build and validate contact lists based on industry, geography, business type, and campaign requirements.
• Use AI-assisted research outputs and internal resources while manually verifying information for accuracy.
• Research company and contact information using public sources, websites, LinkedIn, and approved data tools.
• Maintain organized Google Sheets containing accurate, usable, and well-documented research data.

Client Onboarding & Administrative Support

• Support client onboarding through welcome emails, onboarding communications, and follow-up coordination.
• Organize client-related documents, information, and internal checklists.
• Ensure relevant client information is prepared and accessible to the advisory team.
• Provide general administrative and operational support as needed.

Google Workspace & Information Organization

• Maintain organized Google Sheets, Google Docs, Gmail workflows, and Google Drive folders.
• Support standardized processes for documenting research, client information, and internal updates.
• Help establish organized and repeatable operational processes as the team grows.

Process Improvement & Operational Projects

• Identify recurring administrative and data-management issues and recommend improvements.
• Document recurring workflows to support accurate and consistent task execution.
• Assist leadership with ad hoc research, data cleanup, and operational projects.

Qualifications

Experience

• 2+ years of experience in operations support, administrative coordination, CRM administration, research, or data management.
• Experience maintaining CRM records and working with contact or customer data.
• Experience with research, contact list building, data verification, or lead and contact enrichment is strongly preferred.
• Previous experience with Streak CRM is helpful but not required.

Skills

• Strong proficiency with Google Workspace, including Gmail, Google Sheets, Google Docs, and Google Drive.
• Ability to learn and work with new systems and software platforms.
• Ability to research companies and contacts, verify information, and maintain accurate records.
• Experience using AI tools to support research, organization, and workflow efficiency.
• Exceptional attention to detail when managing records, documents, and confidential information.
• Strong organizational skills and ability to manage multiple priorities without overlooking details.
• Ability to work independently and take ownership of recurring responsibilities.
• Process-oriented approach to maintaining accurate and organized information.
• Proactive and dependable approach to administrative and operational responsibilities.
• Ability to handle confidential client, buyer, seller, and transaction information with discretion and professionalism.

What Success Looks Like

• CRM records remain clean, accurate, and organized, with fewer duplicate or incomplete contacts.
• Relevant email and contact information is consistently captured within the CRM.
• Buyer, seller, and business-owner contact lists are well-researched, verified, and usable.
• Client onboarding communications are handled smoothly, and client information remains organized.
• Advisors spend less time on data cleanup, research administration, and repetitive operational tasks.

Opportunity

The Operations Assistant will have the opportunity to become a trusted member of a growing B2B advisory team, taking ownership of the systems, research, and administrative workflows that support daily operations.

This role provides the opportunity to contribute to organized and efficient internal processes, allowing advisors and leadership to focus on higher-value client and deal-related work.